Kelly Hochstetler, Director, Office of Export Controls,
Office of Sponsored Programs – Told group that Brandon Barnhill, Export
Control Analyst, is the contact person for international shipping issues
(Pre-session). His email is btb2f@virginia.edu and phone number is 243-7295.

Dave
Boling

·ETF
Spending Cycle Timetable –getting close to meeting the deadline on
certain items where longer-lead times are required. All ETF purchases
need to be received and paid for by May 15th.

·The
second half of the Endowment Distribution was done in January, you should now see this reflected in your accounts and installments.

·The
University received an audit comment from the Auditor of Public Accounts this
during our last audit on the failure to complete account reconciliations.
In the audit sample, nearly 40% were not in compliance to some degree.
This means that recons were not prepared, or not prepared on time, or not
approved, or some combination of these. Reconciliations are one of the
key internal controls we have, so it is important that all units be in compliance
with this requirement, per University policy https://policy.itc.virginia.edu/policy/policydisplay?id=FIN-023. Because we received an audit
comment about reconciliations, they will get even more attention in the current
year. Please remind the appropriate people in your unit of the importance
of being in compliance with this policy. We are reviewing the email
notification functionality available in the Recon@ system, and expect to expand
its use sometime soon. More details on this will be forthcoming after
we’ve had the chance to discuss with key contacts in both academic and
administrative units.

Susan Herod

·Introduced
her new team, Financial Analysis. Her new role/title is the Assistant
Comptroller of Financial Analysis. Information about Financial Analysis
can be found at http://www.virginia.edu/finance/finanalysis/. The team includes Sara Tarkington, Director of Cost Analysis; Yvonne
Metheny, Manager of Cost Analysis; John Wallace-Smith, F&A Space
Analyst/Cost Accountant; Del Kolberg, Manager of Information Design and Malika
Ouenza, Business Intelligence Analyst. You can find the staff listing at http://www.virginia.edu/finance/finanalysis/phone.html. Please note, Del is still in charge of
the ICQ so that duty has not changed.

Sara Tarkington

·Space
Survey – we must calculate the F&A rate every four years to create
F&A recovery. Facilities are the largest portion of the costs.
The best way to allocate facilities costs is by square footage; that is why we
do the space survey of research space. An email will be sent soon asking
for the names of those in departments who know most about research
activities. Once we have the names, emails will go out to those
individuals to sign up for training. There will be 4 or 5 sessions in
April.

University Human Resources

Benefits – Anne Broccoli

Stats from Open
Enrollment Period

·Enrollment in
health plans: In 2013, 74% of employees were enrolled in the high premium plan
and 26% were enrolled in the low premium plan. In 2014, a high deductible
health plan was added, and the current plans were renamed. Currently, 68%
are enrolled in the Choice plan (formerly High Premium), 27% are enrolled in
the Value plan (formerly Low Premium), and 5% enrolled in the Basic plan (new
high deductible plan)

·Spouses
removed: Approximately 26% of spouses were removed from the plan.

·Screening and Assessment:
During Open Enrollment 10,950 completed both Screening and
Assessment and will receive a $40 monthly savings

·Tobacco
Rewards: 9523 employees have received the $10 monthly tobacco reward,
representing more than 65% of employees

·Currently 2735
people are fully enrolled and compliant in the Aetna Disease Management Program
and therefore qualify for HealthyRx (reduced or free
medications for 9 specific chronic conditions).

·VRS
Hybrid Plan - Open Enrollment period for folks currently in VRS to elect a
switch to the Hybrid ends on April 30, 2014. If a current VRS Defined
Benefit employee elects to switch to the hybrid, the change would be effective
7/1/14; all relevant information and change instructions can be found at the
VRS website at www.varetire.org.

Temp Services – Janet Turner-Giles

·Super
Temp Cohort VI – Program started in August 2011, 12 individuals each
cohort. We provide 2 week training
program (boot camp). So far, we
have brought in 60 super temps. Thank you for your support of the program.

·We
have started the recruitment stage for cohort VI. Training will be finished on March 28,
available to start on March 31. Hope to come back to March meeting and share the 12 who have been selected
with a link to their bios. Please
contact Janet if your department is interested in hiring one of the new super
temps.

·Formerly the assistant vice president for
finance and director of university-related foundation administration; is
responsible for the creation of a new compliance and enterprise risk management
office, as well as the Office of Property and Liability Risk Management
(formerly known as Risk Management). The University’s enterprise risk
management function focuses on a framework for assessing and managing the
strategic and high-level operational risks of the University.

·Talked
about other goods and services the UVA Bookstore has to offer, such as
engraving, free on-grounds delivery, free gift wrapping for department orders,
payment by PTAO, and general books matching Amazon.com pricing.

Office of Sponsored Programs –
Sharon Brooks

·Save the Date: Tuesday, February 25, 2014 – in the Newcomb Hall Kaleidoscope
Room; Starting at 8:30. Please make
your plans to attend these quarterly Research Administrators Forums! There is a
full agenda on federal/university/sponsor happenings and updates……All are
welcome to attend. Our meeting dates/times and locations are located on the OSP
website at: http://www.virginia.edu/sponsoredprograms/

·Avoid Delinquent Effort Reports: Recently internal and external reviewers
have noted some effort reports are not certified in a timely manner. In
summary, this means that institutionally we are not compliant with our own
practices. Additional system generated emails (EFFORT@UVa)
will be sent to the Principal Investigators (PIs) responsible for the review
and certification of these periodic reports. These additional emails will be
generated each of the last five (5) days of the electronic certification cycle.
Additionally, if a report were to go delinquent, weekly emails to both the PI
and the organizational Designee (usually the Department Chair) will be
generated until such time that the effort report is properly addressed. Please
also refer to UVa Policy FIN-027 for sanctions
related to non-compliance with these reports.

·Cost Transfers: In partnership with Accounting Services,
in the Office of the University Controller, OSP is responsible for reviewing
cost transfer batches that specifically impact sponsored programs (G/Z awards)
prior to the posting of these transactions. In the same light, Accounting
Services is reviewing all batches that impact non-sponsored funding sources. As
metrics on these transactions are gathered, we collectively remain concerned
over the number of cost transfers that are processed. In reviewing these
transactions to ensure that adequate documentation is present in the comment
field, we find that this is along with the Expenditure Item Dates (EID) not
agreeing are the top reasons that batches are returned for rework sending the
batch back into ‘working’ status. Keep in mind that justifying why a cost is
acceptable to now be charged to a new accounting home and how that cost
is benefitting and advancing the goals of the new funding source is the
most critical piece of information in the transaction. Simply stating that the
wrong PTAO/account was charged or only stating the reason why the transfer is
necessary (miscommunication, absence of admininstrative support, etc) is not adequate. Use the paperclip feature if the comment
field is not big enough to relate the costs to the goals of the sponsored award
if that is the funding source being charged/debited. (Put in your comment that
you have additional information in the paperclip for review).

·Federal Grant Reform: The Final Rule was published on December
26, 2013 and is currently known as the Omni or Super Circular. This document
consolidated 8 federal circulars addressing cost principles, administrative
requirements and audit standards into a more streamlined set of guidelines. The
circulars that were directly relevant to our federally sponsored programs;
A-21, A-110 and A-133 were part of this consolidation. While this document has been published
with the approval of the Office of Management and Budget (OMB) its contents are
not yet officially in effect. From the date of publication, the Federal
granting agencies have 6 months to provide OMB with their formal implementation
plans. OMB will then take 6 months to review/approve those specific plans. On
December 26, 2014, the Final Rule will be in effect. At that time that the
institution will make final decisions related to costing principles and
administrative requirements that may or may not, involve changes to current
positions and/or practices. Until then or until notified of any changes, it is
important that all current practices remain in place.

Questions or
comments on these minutes can be directed to Sharon Brooks at sgb4n or at
243-2036.

Procurement and Supplier Diversity
Services

John McHugh

·Introduced
Kristin Floyd, newest buyer, lead on the Office Supply Contact. We hope to announce who the contract
will be with in the spring.

·Phoenix
– we have not heard anything, assume everything has gone smoothly.

Q. SciQuest didn’t deliver a PO, who do we contact.

Contact
Charles Kidd, he will investigate.

·Contract
local hotel vendors – beginning May 1, reservations have to be made with
PCard. We are slowly rolling out,
should be easier, saw a huge spike in payment vouchers to local hotels. We will eventually take out them of the
vendor file. An email will be sent
that will provide steps to take to prepare. We are asking you not to use vendors
that we are not contracted with, they have been difficult to negotiate with, trying
to help process and negotiate better rates.

·Catering Concierge – Agreement
to finalist is almost ready to sign, expect May/June implementation. More than likely pilot rollout.

Eric Denby

·Invoices
are still coming in with no PO numbers, please let vendors know the po number and ask them to send directly to Accounts
Payable.

·If
changes are made to PO’s, make sure you re-approve.

·Please
continue to receive in a timely manner.

The next Fiscal
Administrators meeting is scheduled for Wednesday, March 19, 2014, at 10:00am
in the South Meeting Room, Newcomb Hall.